How to Write a Noise Complaint Letter to Tenant + Free Template

Writing a noise complaint letter to a tenant can be one of the more challenging aspects of real estate property management, but it's a necessary step in ensuring a peaceful living environment in and around the rental property. 

In this blog, we'll discuss:

• What constitutes a noise complaint?
• Scenarios in which you may need to send a complaint letter
• Steps to take before sending a complaint letter
• Elements to include in the letter (along with a customizable template)
• How to send the complaint letter effectively

What Is a Noise Complaint?

Noise disturbances are not always cut and dry. Sure, the neighbor’s dad rock garage band is pretty awful, especially around happy hour, but should it be illegal? Opinions may vary!

But fundamentally, a noise complaint happens when sound levels disrupt the peace and comfort of others. These disturbances can range from loud music, parties, or even frequent or loud arguments. Generally, noise complaints are about activities during designated quiet hours, typically late at night or early in the morning.

There are general laws governing excessive noise levels. For instance, many local ordinances set limits on acceptable noise levels during specific times. Property owners and managers should familiarize themselves with these laws and ensure they align with any local or state regulations. 

Consider obtaining legal advice to ensure that you have full clarity on what constitutes a legal noise disturbance.

Why You Might Need to Send a Noise Complaint Letter

There are several situations where a noise complaint letter might become necessary. 

Some common examples include:

• Multiple complaints about loud noises during quiet hours.
• Specific complaints mentioning a resident by name or address, indicating recurring noise problems.
• A property manager personally identifies noise disturbances during routine inspections or visits.

Today, we’ll address these common scenarios and provide guidance to property managers who may need to send one of these letters to noisy tenants. We’ll also include a customizable sample letter you can use in these cases. 

Related: Types of Tenant Issues and How to Deal with Them

Property Manager Noise Complaint Warning

Before drafting and sending a noise complaint letter, it's crucial to investigate the situation thoroughly. Rushing into sending a complaint without proper groundwork can lead to unnecessary conflict and misunderstandings, and create an uncomfortable resident experience.

Identifying the source of the problem

If complaints have been received from other tenants about the same individual, it's a good starting point to talk to the neighbors to confirm the issue. Evaluate these complaints in detail to gather all the necessary information such as the type of noise disturbance, when they experienced it, and how often these might occur. It might also be helpful to visit the property during reported disturbance times, although this isn't always feasible due to odd hours.

Discussing the issue with the offending tenant

Before issuing a formal complaint, having a conversation with the tenant can sometimes resolve the issue. Talk to them about the complaint, discuss the incident, and ask them to change this behavior. This serves as a preliminary warning, allowing the tenant to improve their behavior before further action needs to be taken, such as eviction. 

It also provides an opportunity for face-to-face de-escalation of the issue before proceeding to more formal corrective or legal action.

Noise Complaint Warning Letter to Tenant for Noise Violation

For first-time violations, issuing a warning letter requesting them to comply with quiet hours is often recommended. This letter should be polite yet firm, indicating that there has been a noise complaint (or even several) and explaining the necessary steps to mitigate future disturbances.

Example of a warning letter

[Your name] [Your address] [City, state, ZIP code] [Email address] [Date]

[Tenant's name] [Tenant's address] [City, State, ZIP cod    

Dear [Tenant's name],

This letter is to inform you that we have received a noise complaint regarding your residence. As per our records, the disturbance occurred on [specific date] during [quiet hours]. We kindly request you to be mindful of the noise levels to ensure a peaceful living environment for all.

If the noise issues persist, further action may be taken. 

We appreciate your cooperation in this matter.

Sincerely, 

[Your Name]

What Should the Noise Complaint Letter Include?

A well-structured noise complaint letter should contain the following elements:

• Notification of complaint: Explain that one or more noise complaints have occurred, and that this issue needs to be addressed.
• Further details: Back up your claims by providing the total number of complaints that you’ve received, and the timeframe they occurred. If the exact information isn’t available, provide some general timelines (such as “late Wednesday evening”).
• Legal information: If there are applicable local laws or noise ordinances, share that with the tenant, as well as how it applies to their actions.
• Lease agreement reference: Reference the rental agreement if it mentions noise-related laws and ordinances in detail and the consequences of not complying with them.
• Proposed solutions: Suggest ways to keep noises at a reasonable level and to avoid loud activities during designated quiet hours.
• Timeframe for compliance: Give the tenant a specific period of time to reduce their noise levels, and inform them that you’ll follow up with them.
• Consequences of non-compliance: Clearly state the potential consequences, such as eviction proceedings, if the noise disturbance continues.

Noise Complaint Letter to Tenant Template

Here’s a customizable letter template for a noise complaint:

[Your name] [Your address] [City, State, ZIP code] [Phone number] [Email address] [Date]

[Tenant's name] [Tenant's address] [City, State, ZIP code]

Dear [Tenant's name],

This letter is to inform you that we have received several noise complaints regarding your unit. The disturbances have been reported to occur during [specific dates and times]. This is in violation of the noise regulations stated in your lease agreement and local noise ordinances.

We request that you reduce noise levels, especially during quiet hours, which are from [start time] to [end time]. Please take immediate action to remedy this situation. We will check in again after [specific period] to ensure compliance.

If the noise disturbances continue, we may have to take further action, which could include eviction.

Thank you for your understanding and cooperation.

Sincerely, 

[Your name]

How to Send the Complaint Letter to the Tenant

The complaint letter can be sent via email or delivered as a hard copy. Make sure you retain a copy for your records, noting the date and method of delivery.

Final Thoughts

Handling noise complaints efficiently is crucial for maintaining a peaceful living environment. By following the steps outlined above and using the provided template, your property management company can address noise issues effectively and foster a more harmonious community for all renters.

Learn how you can further improve the resident experience, with Second Nature’s Resident Benefits Package.